Staffing Coordinator - NOT REMOTE

Location: Santa Rosa, CA
Job Type: Full-Time, Contract (3+ Months)
Pay Rate: $28.00 - $32.00 per hour, DOE

Position Overview

We are seeking a highly organized and detail-oriented Staffing Coordinator to support a busy Talent Acquisition team in Santa Rosa. This role is responsible for coordinating interviews, managing candidate communications, and ensuring a positive candidate experience throughout the hiring process. The ideal candidate thrives in a fast-paced environment, can effectively manage multiple priorities, and enjoys working with both candidates and hiring teams.

Key Responsibilities

• Schedule and coordinate interviews and phone screens across multiple time zones, including complex panel interviews.
• Coordinate final onsite interviews and assist with candidate logistics at the Santa Rosa location.
• Partner closely with recruiters, hiring managers, and candidates to align schedules and interview availability.
• Manage calendars, interview confirmations, and last-minute scheduling changes.
• Provide a best-in-class candidate experience through professional, timely, and clear communication.
• Maintain accurate candidate records and interview activity within the Applicant Tracking System (ATS).
• Utilize AI tools and technology to improve communication, scheduling efficiency, and recruiting workflows.
• Prepare and distribute interview schedules and related documentation.
• Generate recruiting reports and assist with tracking hiring metrics.
• Welcome and escort candidates to interview rooms during onsite interviews.
• Support the Talent Acquisition team with additional administrative and coordination tasks as needed.

Qualifications

• Minimum of 1 year of administrative, coordination, or recruiting support experience.
• Recruiting coordination or talent acquisition experience preferred.
• Strong organizational skills with exceptional attention to detail.
• Ability to prioritize competing demands and manage multiple tasks simultaneously.
• Excellent verbal and written communication skills.
• Customer service-oriented approach with a professional and positive demeanor.
• Experience working with Applicant Tracking Systems (ATS); iCIMS experience preferred.
• Proficiency with Microsoft Outlook and calendar management.
• Familiarity with AI tools such as Microsoft Copilot or similar technologies to improve workflow efficiency.
• Comfortable interacting with candidates, hiring managers, and executive-level stakeholders.

Desired Skills

• Strong problem-solving and critical-thinking abilities.
• Ability to maintain confidentiality and handle sensitive information.
• Self-motivated with the ability to work independently and collaboratively.
• Adaptability and flexibility in a rapidly changing environment.

If you enjoy coordinating moving pieces, creating a positive candidate experience, and supporting a dynamic recruiting team, we encourage you to apply.